City Council Agenda Report
October 1, 2024
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Alex Hamilton, Interim Director of Community Development Sandra Duran, Senior Management Analyst
SUBJECT: AGREEMENT AMENDMENT NO. 4 FOR ON-CALL COMMUNITY
DEVELOPMENT CONSULTANT SERVICES AND ADDITIONAL SERVICES Background:
On October 25, 2023, an administratively approved contract for building services in the amount of $37,900 with The Code Group, Inc. dba “VCA Code” (VCA) was fully executed by the City.
On November 7, 2023, City Council approved agreements with 27 firms to provide on-call Community Development Consultant and Additional Services intended to support Community Development and other City departments with staff augmentation services, priority projects, long-range planning projects, and technical review. VCA was one of the firms selected and the compensation increased annually not-to-exceed $150,000. The following services have been approved:
•Amendment No. 1 for on-call services extended and the maximum compensation amount for of the contract increased to $150,000 annually. The contract with VCA helped offset staff shortages in the Building and Planning Divisions. The Community Development Department (Department) has used the following services since the contract was executed: Building Inspection Services, Building Official Services, Senior Permit Technician Services, and Planning Manager Services. Currently, the contract services are for interim Director of Community Development since the recent retirement of the department’s director.
•On June 4, 2024, City Council approved Amendment No. 2 increasing the maximum compensation amount of the contract to $375,000 through October 25, 2024.
City Council October 1, 2024
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•On June 18, 2024, City Council approved Amendment No. 3 to add City Hall design services which included a project budget of $170,000 to the total contract compensation.
The City sent a letter Request for Proposals for plan check services for The Walk (“Project”) to seven (7) on-call firms: 4Leaf, Inc., CSG Consultants, Inc., RKA Consulting Group, Scott Fazekas & Associates, Inc., Transtech, TRB and Associates, Inc., and The Code Group, Inc. dba “VCA Code”. The plan check services are required for Project compliance of local ordinance, state and federal laws that apply to Building and Safety. Proposals were received from all seven firms. City staff reviewed the proposals based on understanding of the project, proposed scope of work, firm and personnel experience and past performance. The proposal submitted by VCA provided extensive experience assisting cities in achieving code compliance for similar large developments. The firm’s experience with International Code Council) (ICC) Norkus, Tompos & Associates, Inc. on their modular construction program along with code experts to achieve the project goals expeditiously will facilitate a quick review turnaround time for the project. VCA’s plan check services are performed by a skilled team that will prioritize the Project to achieve code compliance.
The Project is high priority for the community and requires a high level of service and urgency during the plan review process. There is a need for expedited plan review services for the compliance with the applicable model codes. The building, mechanical, electrical, plumbing, green building, storm water/NPDES, accessibility, grading, drainage and related plans submitted to the City by the developer will be reviewed by the firm. Plans must be checked for compliance with all local ordinances and state and federal laws that relate to Building & Safety, and for compliance with the adopted California Codes.
Fiscal Impact:
Plan check revenue is included in the Fiscal Year (FY) 2024/25 Adopted Budget and costs for the plan check services are directly paid from the fees collected for the project. Design services will be funded by the American Rescue Act Plan Act Fund for safety and security improvements to City Hall. Due to personnel cost savings from vacant Community Development positions, there is also funding for the on-call services available in the current FY 2024/25 Adopted Budget.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goals: 1 and 3 - Provide high quality customer service to the community and create and sustain a resilient and economically prosperous City.
City Council October 1, 2024
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Recommended Action:
Staff recommends City Council approve Amendment No. 4 to the agreement with The Code Group, Inc. through October 25, 2025 for plan check services and related services, in an amount not to exceed $300,000, in addition to the $545,000 compensation amount approved for on-call services and design services; and authorize the City Manager to execute the amendment and any future amendments for plan check and related services within a 15% contingency, on behalf of the City, in a form approved by the City Attorney.
Attachments:
N/A